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Data Protection Act - Subject Access Requests

Under the Data Protection Act 2018 everyone has a right to see the information held about them by organisations, including the Council.

IN THIS ARTICLE

  • Subject Access Requests
  • Requests for CCTV Images

Subject Access Requests

You can request the Council to supply you with all the information we hold about you. It will usually take less time to answer requests about a particular subject, such as for example your Council Tax account, rather than all contact you have had with the Council. To make a request you must complete a Subject Access Request form. 

To ensure we are releasing data to the right person we will require you to provide us with proof of your identity and of your address. If we are not satisfied you are who you claim to be, we reserve the right to refuse to grant your request, or to ask for further proof of identity.

Usually we will send you the information within 1 month of receiving your application and ID. We may extend this by a further 2 months if requests are complex or numerous. When we need to do this, we will tell you within 1 month and explain why it's necessary.

Subject Access Request Form (PDF, 252KB)

Subject Access Request Form (Word document, 64.5KB)

Please note that if the information you request reveals details directly or indirectly about another person, we will have to seek the consent of that person before we can let you see that information. In certain circumstances, where disclosure would adversely affect the rights and freedoms of others, we may not be able to disclose the information to you, in which case you will be informed promptly and given full reasons for that decision.

While in most cases we will be happy to provide you with copies of the information you request, we nevertheless reserve the right, in accordance with Article 12 of the GDPR to charge a fee or refuse the request if it is considered to be “manifestly unfounded or excessive”. However, we will make every effort to provide you with a satisfactory form of access or summary of information if suitable.

 

Requests for CCTV Images

CCTV recordings are automatically erased 28 days after they are made. When requests for copies of CCTV images are received, we will locate and save the relevant footage if we can but requests must reach us in time to allow a search to be made before the data is automatically erased.

 

CCTV Images of yourself   

You can apply to see still or moving CCTV images of yourself. You will need to complete a CCTV Subject Access Request form and there may be a fee for this. Images can be supplied only if you can provide sufficient details of the time, location and events which you need to see. Additional information, documents or other evidence may be required later to enable a decision to be made regarding your application. It may not be possible to supply the images you want when they include other people.

CCTV Subject Access Request Form
 

 

CCTV Images of other people, incidents, etc

CCTV images which include identifiable people other than the requester will be released only at the discretion of the Council. Images which show incidents which are already or which are likely to become part of a criminal investigation will be supplied only to investigating police and at the discretion of the Council or on production of a specific order of Court.

Anyone who believes they may be legally entitled to see or have copies of images of identifiable persons other than themselves should complete a request.  Additional information, documents or other evidence may be required later to enable a decision to be made regarding the application. Fees will apply as stated above.

Application for Third Party images

 

Further Information

If you need further information or assistance regarding Subject Access Request please email info@colchester.gov.uk.

For more information about how Colchester Borough Council processes personal information and contact details for our Data Protection Officer, please visit www.colchester.gov.uk/privacy

 

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